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POSITION DESCRIPTION

Admissions Information Technology Coordinator
Office of Admissions

 SUMMARY:

Administer the flow of data, both electronic and paper, through Hobart and William Smith Admissions. Responsible for information retrieval at all steps of the application process (inquiry, pre-applicant, applicant and matriculate) for Hobart and William Smith Admissions.

RESPONSIBILITIES:

  • Supervise processing of inquiry and application data generated from all sources. Verify data at all stages of the process.
  • Writes and produces all internal programs as requested by admissions staff and other offices on campus.
    • Produce all lists/labels/downloads for all routine and special mailings.
    • Produce all lists/counts for all regional requests.
    • Create FTP files for all self-mailer projects sent out through Colleges Copy Center or outside vendors.
    • Produce requests to track/record all daily counts, which includes inquiry and application numbers as needed.
    • Run reports to determine counts for all publication ordering.
    • Create any new reports as needed.
    • Run maintenance files and set all flags daily.
  • Manage admissions portion of the Customer Relations Management (CRM) module. This includes e-mail function, overseeing the online application function, managing online scheduling, and all related functions.
    • Take information from new inquiries on website and manually add to system.
    • Pick up any bad e-mail addresses and correct/delete from both systems.
    • Retrieve/confirm all visit requests and code info on the CRM system, copy and send to person in charge of event.
    • Correct all duplications between both systems and update any information.
    • Retrieve and print out all online apps from the website for processing.
    • Create groups to send mass e-mails out as a recruiting tool. Attend weekly meetings to determine protocol, content and to whom.
    • Track hits/effectiveness of emails.
  • Assist in the training of support staff with respect to new personnel or updates in data entry procedures.
  • Answer and route telephone calls as necessary; schedule appointments, if needed.
  • Other duties as assigned.

QUALIFICATIONS:

High school diploma and one to three years of data entry/secretarial experience. Associate degree is preferred. The ideal candidate should be a highly organized individual able to work, at times, under pressure. In addition, the candidate needs good written and oral communication skills as well as strong customer service orientation. Experience with admissions recruitment software, preferable PeopleSoft. Proficient with Microsoft Word, Excel and PowerPoint. Proven experience with report writing software, i.e., PeopleSoft Query, Oracle Business Intelligence Enterprise Edition, XML Publisher, SQL, Crystal Reports, etc. Ability to track and compile data for various reports. Good interpersonal skills and ability to work as a member of a team.

OTHER INFORMATION:

This is a full-time, 12-month, benefits-eligible administrative salaried/non-exempt position. Normal hours of work are 8:30 a.m. to 5:00 p.m. during the academic year and a possible shortened workweek during the scheduled summer hours time period. This position description is not all-inclusive, as other tasks or responsibilities may be assigned.

APPLICATION INSTRUCTIONS:

Review of applications will begin immediately. Interested applicants should send a cover letter, resume and the names with contact information of at least three references to:

Office of Human Resources
Hobart and William Smith Colleges
337 Pulteney Street
Geneva, NY 14456
email: ferran@hws.edu
EOE

Hobart and William Smith Colleges are committed to attracting and supporting faculty and staff that fully represent the racial, ethnic, and cultural diversity of the nation and actively seek applications from under-represented groups. The Colleges do not discriminate on the basis of race, color, religion, sex, marital status, national origin, age, disability, veteran's status, sexual orientation, gender identity and expression or any other protected status.

Hobart and William Smith Colleges are a highly  selective residential liberal arts institution located in a small, diverse city in the Finger Lakes region of New York State.  With an enrollment of approximately 2,200, the Colleges offer 62 majors and minors from which students choose two areas of concentration, one of which must be an interdisciplinary program.  Creative and extensive programs of international study and public service are also at the core of the Colleges’ mission.